NextGen HubSpot

NextGen HubSpot Integration

Introduction

Note: The NextGen version of the Chargify HubSpot integration is in beta status.

The NextGen Chargify HubSpot integration seamlessly integrates the customer relationship management operations you manage in HubSpot with your subscription billing operations in Chargify.

Customer and Contact data is synchronized in both directions so those records are always in sync between the two applications. The product catalog in Chargify synchronizes over to HubSpot, so users can build HubSpot deals from those products and components as HubSpot line items, thereby also enabling native HubSpot features like quotes. And subscription creation is fully automated in Chargify based on the line items in your HubSpot deals thereby enabling your entire CRM process to be managed via HubSpot with Chargify automating all subscription related activities, making the best use of both applications.

Installation and Availability Requirements

Availability

The Chargify NextGen HubSpot integration requires users to be on our invoicing architecture. The integration works as follows with the various HubSpot plans.

All current functionality will work with HubSpot Professional and Enterprise plans. Please note, however, that future versions of the integration will make use of HubSpot Custom Objects which require HubSpot Enterprise.

With HubSpot Free and Starter plans, users are able to make use of the synchronization between Chargify customer records and HubSpot Contact records. However, users on these plans will not be able to build deals from the Chargify product catalog or have subscriptions automatically created and started in Chargify via the integration.

Installation Process

For the beta release, please contact our support team for a walkthrough of the installation process.

The integration will make use of an API key from Chargify for the site to be integrated with the HubSpot account. Also, on the HubSpot side, the user configuring the integration must have a ‘Super Admin’ role in the HubSpot Hub. This is required in HubSpot in order to install HubSpot apps.

Upon integration setup, the product catalog from Chargify will sync to HubSpot and be available for building HubSpot deals. The Chargify catalog is flattened in HubSpot as all products and components are line items in HubSpot. Because of this, product and component associations to Chargify product families do not exist. Users with complex, multi-product-family catalogs are encouraged to set up folders in HubSpot to organize the line items for easy and accurate use.

Existing customers in Chargify will sync into HubSpot as Contacts. Users have the option upon setup of the integration of how to handle the case of an existing HubSpot contact with the same email address as in Chargify. You can have the HubSpot information overwritten or maintained as-is in HubSpot. Also note that If there are multiple customers in Chargify with the same email address, only one is transferred (first in the order that comes back from Chargify list customers for site endpoint.) This may change in the future.

Once the integration has been set up successfully, a few administrative steps are necessary for the Chargify fields to be most easily visible and used in the HubSpot user interface.

To display the Chargify customer record properties on HubSpot Contacts, complete the following steps in HubSpot.

  1. Go to Settings -> Objects -> Contacts & Companies (scroll to top)
  2. In the ‘Contacts’ tab, click on ‘Go to properties’ in the ‘Set the properties your team sees on contact records’ option
  3. Search for and check each of the following:

    • CC Emails
    • Tax Exempt
    • VAT Number
  4. Click ‘Save’

To display the Chargify subscription record properties on HubSpot Deals, complete the following steps in HubSpot.

  1. Go to Settings -> Objects -> Deals (scroll to top)
  2. Click on ‘Go to Properties’ in the ‘Set the properties your team sees on deal records’ option
  3. Search for and check each of the following:

    • Net Terms
    • Collection Method
    • First Billing Date
    • Send Invoice Emails
    • Self-Service Page
    • Any Site Specific Custom Fields
  4. Click ‘Save’

Synced Fields

The following fields from the Chargify customer, product, and subscription records will be synced to HubSpot as detailed in the following tables.

Chargify Customer & HubSpot Contact

Chargify Field Name HubSpot Contact Field
First Name First Name
Last Name Last Name
Email Email
Phone Number Phone Number
Organization Company Name
Address Line 1 Street Address
City City
State State
Zipcode Zipcode
Country Country
Tax Exempt Tax Exempt
VAT Number VAT Number

HubSpot Deals to Chargify Subscriptions

HubSpot Field Chargify Field
Product Line Item Product Price Point
Component Line Item Component Price Point
Coupon Code Coupon Code (and applicable coupon)
Net Terms Net Terms
First Billing Date Next Billing Date
Collection Method Payment Method
Send Invoice Emails Send Invoice Emails

Building HubSpot Deals from the Chargify Product Catalog

Users can create a new HubSpot deal directly from the Contact record or from the Sales view and then associate the deal with a contact. Each deal must be associated with a contact for the subscription to be created in Chargify after the deal is closed.

Note that fields specific to customer records in Chargify are enabled for selection and/or entry in the HubSpot user interface including:

  • Tax Exempt: A yes/no setting. If left blank the default of ‘No’ is used
  • CC Emails: Text field in which additional contact emails separated by commas can be entered
  • VAT Number: An optional field to enter VAT number if applicable

Note that fields specific to Chargify subscription creation are also enabled in the HubSpot user interface including:

  • Collection Method: The method to be used for collecting payment for the subscription: automatic (via credit card) or remittance (manually remitted payments)
  • First Billing Date: Used to set a future first billing date. If left blank, the first billing date will be the date the subscription is created.
    • Note: For the payment processing of automatic collection subscriptions, credit card payment information must be on file. Select a future first billing date for automatic subscriptions so your new subscribers have time to enter the required credit card information via the subscription’s self service page (see notes below on the self service page).
  • Net Terms: Used to add a number of days past the renewal and therefore invoice issue date for when the invoice is due for payment.
  • Send Invoice Emails: Optional setting to modify if the subscriber will receive invoice emails. If left blank, the setting will default to the Chargify site setting

Once the basic deal is set up, users add line items to the deal based on the products and components in the Chargify product catalog. In HubSpot, there are two ways to manage the workflow of adding line items to the deal.

The HubSpot deal creation user interface has a drop down from which you can select and add line items to the deal. This drop down can be searched for quick access to specific products and components. Note that the list will contain all available product and component price points.

For more complex product catalogs, users may choose to instead add the line items from the HubSpot Line Items user interface. Note, this enables the HubSpot feature of organizing the line items into folders for easier navigation of large product catalogs.

Note that the Billing Frequency of each line item is automatically populated based on how it is set up in the Chargify product catalog. Note also, that ARR, TCV, values etc. are also automatically calculated based on the line items. HubSpot defaults contract value to 12 months, but you can update that if applicable.

Because the Chargify integration uses HubSpot native line item functionality, users can also seamlessly create Quotes based on the line items in each HubSpot deal. This works with all native HubSpot quoting functionality including the ability to enter discounts as a dollar or percentage value. Note: In the current version of the integration is not a specific link between discounts added in the Quoting process and Chargify Coupons. To execute any discount to a subscription, the appropriate coupon code (as set up in Chargify) will be applied (see notes below on subscription preview and application of coupons).

Once created, the Quote can be sent as a hosted page, downloaded as a pdf for distribution, or you can connect your email account to HubSpot for direct sending and logging of the activity in HubSpot.

Also note that the integration works with HubSpot’s native sales funnel management functionality as deals can be moved through the sales stages you’ve defined in HubSpot.

Creating a Subscription in Chargify from a HubSpot Deal

For each deal in HubSpot, a Subscription Preview will be created by the integration. This preview can be used at any time to view the details of what will be created in Chargify once submitted via the integration via this user interface.

Note: The first time the integration is used, you may need to select the Chargify integration in the Filter By: Filter Activity dropdown at the top of the Activity view in HubSpot.

The Subscription Preview shows a preview of both the first invoice as well as ongoing invoices. This makes it easy to see what will be initially invoiced and how it differs from ongoing subscription invoices in the case of one-time fees. Taxes are also calculated and displayed in this Subscription Preview if the products on the deal are taxable, the contact is not tax exempt, and the contact’s address has been included such that our integration with Avalara can determine the correct tax rate.

Note that if a user has selected incompatible line items, such as components and products from different Chargify product families, then those line items will not be displayed on the Subscription Preview and will not be added to the subscription in Chargify once created.

From the Subscription Preview, users can also apply applicable Coupons from the Chargify product catalog. Once applied, the Subscription preview is adjusted accordingly.

If there are multiple contacts associated with a HubSpot deal, users can select the appropriate billing contact from a dropdown menu. This is the contact which will be used for the customer record in Chargify.

When everything is configured as needed, Users can create the subscription automatically in Chargify from the Subscription Preview by clicking the Create Subscription button.

Upon subscription creation, the user will see a confirmation message.

After creation of the subscription, the Self-Service Page URL created by Chargify is also populated on the HubSpot deal.

This URL can then be sent to new subscribers for secure entry of their credit card payment information as required for automatic collection subscriptions. Note that for automatic collection method subscriptions, if the subscriber does not enter their credit card details prior to the first billing date, the subscription will become past due and enter your defined dunning process.